> ## Documentation Index
> Fetch the complete documentation index at: https://elephas.app/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Fix Team Errors: No Seat Available and Permission Issues

> Fix common Elephas Team errors: no seat available, invitations that do not arrive, joining and device approval problems, role limits and Team AI refusals.

Most Team errors come down to three things: seats, invitations sent to a different email address, and device approval. Find your message below. Messages for Owners and Admins are listed first, then messages members see when joining or asking.

<Info>
  Team workspaces are part of the Team plan. Some fixes need the Team Owner or an Admin.
</Info>

## Before you start

* Know your role. Open **Team Settings › Overview** and check **Your role**: Owner, Admin or Member.
* Invitations are tied to one exact email address. The teammate must accept the invitation and sign in to Elephas with that same address.
* Every new computer must be approved by a Team Owner or Admin before Team content reaches it.

## Messages for Owners and Admins

| Message | Cause | Fix |
| - | - | - |
| **No seat is available. Free a seat or add seats before inviting.** | Every seat is in use or reserved. The Owner uses a seat, and each open invitation reserves one. | In **Team Settings › Members**, revoke invitations nobody will accept, or remove someone who has left. To add seats, see the note below. |
| **This Team is read-only right now (billing), so no seat can be reserved.** | The Team's payment needs attention. | The Owner fixes billing from the web billing portal used at purchase. See [team seats and billing](/docs/teams/team-seats-and-billing). |
| **Only a Team Owner or Admin can manage invitations.** | Your role is Member. | Ask an Owner or Admin to invite the person. |
| **Enter one valid e-mail address.** | The address is mistyped, or more than one was entered. | Enter one address. |
| **The Team service could not be reached. Nothing was sent; try again.** | You are offline, or the service is down. | Check your connection and try again. |
| **Your Team session needs to be re-established. Reopen the Team workspace and try again.** | Your Team session expired. | Switch to another workspace and back, then try again. |
| **Only a Team Owner or Admin can remove members.** | Your role is Member. | Ask an Owner or Admin. |
| **The Team Owner cannot be removed.** | The Owner holds the Team. | No fix. The Owner stays in the Team. |
| **\[email] is the only Manager of \[Brain]. Make someone else a Manager there first.** | Removing them would leave a Team Brain with no Manager. | Make another person a Manager of that Brain, then remove them. |
| **The member list changed. Review it and try again.** | Someone else changed the list at the same time. | Review the list and try again. |
| **You cannot assign that role.** | Your role cannot give that role. | Ask the Team Owner. |
| **Only the Team Owner can change the AI policy.** | Only the Owner controls the Team AI policy. | Ask the Team Owner. |
| **Only the Team Owner or an Admin can view member usage or set caps.** | Your role is Member. | Ask an Owner or Admin. |

**Adding seats.** Seat counts follow what the Team Owner paid for. To change the number of seats, the Owner contacts [Elephas support](/docs/troubleshooting/contact-support).

## Messages when joining a Team

| Message | Cause | Fix |
| - | - | - |
| **No Team membership for this account** | You signed in with a different email than the one invited, or you have not accepted the invitation email yet. | Accept the invitation email first. Then sign in to Elephas with exactly the invited address. |
| **The Team Owner has not finished setting this Team up yet.** | The Owner has not completed Team setup. | Ask the Owner to finish setup in Elephas, then try again. |
| **This device is blocked in this Team. Your Personal workspace is unaffected. Ask a Team Owner or Admin.** | An Owner or Admin blocked this computer. | Ask them to choose **Allow in This Team** for it in **Team Settings › Team Devices**. |
| **This Team is billing-suspended. Approval can still arrive, but Team content stays locked until billing is restored.** | The Team's payment needs attention. | The Owner restores billing. |
| **This installation was revoked by its owner and can no longer join any Team.** | This copy of Elephas was revoked from your account. | Contact your Team Owner, or [contact support](/docs/troubleshooting/contact-support) if this is unexpected. |
| **The server no longer lists this device for the Team. Register it again.** | The registration was removed. | Register this computer again from the join screen. |
| **You were signed out. Sign in again to continue.** | Your sign-in ended during joining. | Sign in again. |
| **The Team service could not be reached. Nothing was changed; try again.** | You are offline. | Check your connection and try again. |
| **Joining could not continue on this device. Try again, and if it keeps failing report the app version to your Team Owner.** | Something unexpected happened. | Try again. Then send your version from **Settings › Support** to your Team Owner or to support. |

**Waiting for Approval.** After you register a computer, it waits until an Owner or Admin approves it from **Team Settings › Team Devices** with **Approve for This Team**. You can close Elephas while you wait. Both screens show the same confirmation words, so the approver can check it is really your computer.

## Messages when asking in a Team workspace

| Message | Cause | Fix |
| - | - | - |
| **Your Team's policy has cloud AI turned off, so this request was not sent.** | The Team Owner turned off cloud AI. | Use Local AI if your Team allows it, or ask the Owner. See [team AI policy](/docs/teams/team-ai-policy). |
| **Your Team's policy requires redaction before cloud AI, and no redaction engine is available on this device, so nothing was sent.** | The policy requires personal information to be hidden first, and the component that does it is missing on this computer. | Open **Settings › Downloads** and download the **Private-information models**, then ask again. |
| **Your Team's AI policy just changed. Please try again.** | The Owner changed the policy while you asked. | Ask again. |
| **The Team AI gateway session is not ready.** | Your Team session is still connecting. | Wait a moment, then ask again. |
| **You've reached the limit your Team set for you until \[date].** | You reached your personal AI cap. | Ask an Owner or Admin to raise it, or wait for the date. |
| **This device can no longer use Elephas AI here. Contact your Team administrator if this is unexpected.** | This computer is no longer allowed in the Team. | Contact your Team Owner or Admin. |

## Steps: an invitation never arrived

<Steps>
  <Step title="Check the address">
    The Owner or Admin opens **Team Settings › Members** and checks the address under **Invitations**. It must match the teammate's email exactly.
  </Step>

  <Step title="Check spam and filters">
    The invitation email is sent by Elephas's sign-in provider, not by a person. Ask the teammate to check spam, junk and quarantine folders. On company email, IT may need to release it.
  </Step>

  <Step title="Check that it has not expired">
    Each invitation shows when it expires. An expired invitation must be sent again.
  </Step>

  <Step title="Revoke and invite again">
    If the address was wrong or the invitation expired, click **Revoke**, confirm with **Revoke Invitation**, then invite again with **Send Invitation**. Revoking releases the reserved seat.
  </Step>
</Steps>

The steps are the same on Mac and Windows.

## How it works

* **Seats.** A Team has as many seats as the Owner paid for. The Owner uses one. An invitation reserves a seat until it is accepted, expires or is revoked. Removing a member frees their seat.
* **Roles.** Owners and Admins manage members, devices and invitations. Only the Owner changes the Team AI policy and billing. Members ask questions in the Team Brains shared with them.
* **Devices.** Team content is encrypted, and each computer gets its keys only after approval. Blocking a device here affects this Team only, not your Personal workspace.

## Troubleshooting

<AccordionGroup>
  <Accordion title="A Team Brain says it is waiting for keys">
    The Brain's key is still being delivered to this computer. Keep Elephas open and online. See [team Brains](/docs/teams/team-brains).
  </Accordion>

  <Accordion title="My own API key option is missing in the Team workspace">
    Team workspaces do not use personal keys. They use Elephas AI or Local AI, as the Team's policy allows.
  </Accordion>

  <Accordion title="A removed member still has Team content on their computer">
    Team data is deleted from their devices the next time Elephas runs there, signed in and online. See [remove a team member](/docs/teams/remove-a-team-member).
  </Accordion>
</AccordionGroup>

## Related articles

<CardGroup cols={2}>
  <Card title="Invite team members" href="/docs/teams/invite-team-members" />

  <Card title="Join a team" href="/docs/teams/join-a-team" />

  <Card title="Manage team devices" href="/docs/teams/manage-team-devices" />

  <Card title="Team roles and permissions" href="/docs/teams/team-roles-and-permissions" />
</CardGroup>


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